SAP Dynamic Forms 1.0 Released Features

[WilliamChou]

Welcome to the release of SAP Dynamic Forms.  In this blog, we will introduce you to the product and go over the capabilities and key features in the initial release,.   

SAP Dynamic Forms is a new Software as a Service (SaaS) offering based on SAP Business Technology Platform allowing end users such as maintenance technicians to fill out digitized forms in the field and have that data written back to the SAP backend.  In the initial release, ECC and S/4HANA integration supports attachment of forms to work orders, notifications, equipment, and functional location.   Additional integration support such as seeing forms in service orders, service requests, or task list, is planned in future releases.    

The form builder allows form definitions to be created on the desktop in a drag-and-drop format.  This form designer allows you to set conditions in the forms, such as mandatory fields and custom formulas, so that complex calculation and threshold conditions can be created within the forms.   Additionally, the form runner, when configured, can pre-populate data from SAP objects.   In the initial release, we are supporting main PM objects such as Work Order, Notification, Equipment, Functional Location.   Support for additional objects will be coming in future releases, such as S/4 Service Order, maintenance plan/task list, APM, BNAC etc.       

There are two front ends in the initial release of SAP Dynamic forms.   When a form is created and published, it can be accessed via a link, this can then be used to create web-based Fiori tiles for access.   The mobile client is based on SAP Service and Asset Manager, minimal version 2310.   SAP Dynamic Forms is offered as an SAP Business Technology Platform service, so all forms created are saved in SAP BTP (Business Technology Platform) and the forms use the SAP Mobile Application Integration Framework to interact with SAP backend. 

 SAP dynamic forms are seamlessly integrated with SAP ECC and SAP S/4HANA backend through the configuration of forms to business objects in the form runner.      

SAP Dynamic Forms – Mobile User Journey Map  

This is a potential End to End Journey Map of those who would be involved in the creation and execution of a form in SAP Dynamic Forms. 

While the form designer is simple enough to be used by anyone in the office, mapping to business objects will require the support of a line of business experts, in order to pre-populate backend data in a published form using MAIF (Mobile Application Integration Framework).   Once a form is connected and published either through Automatic Object Linkage or Manual Object Linkage, the end user can conduct data capture and have it write back to create new business objects or stored for additional analytics during post processing.    

 SAP Dynamic Forms - Process Flow 

This is an in depth look at how the Mobile Application Integration Framework interacts with SAP Business Technology. 

Here is a sequence of events from an SAP Service and Asset Manager user perspective.  

1. User sees list of maintenance order in SSAM (SAP Service & Asset Manager) that have forms associated with it through Automatic Form Creation in the new Dynamic Forms Agent. 

1. User triggers initial data synch in SSAM with BTP, which can pre-populate data fields in the forms, so they are now ready to be used in SSAM offline mode. 

1. The technician completes his work and fills out the form on the mobile device. 

1. Once the SSAM user returns to an area with internet, he can trigger the SSAM Delta Synch, which writes back to the SAP backend though SAP BTP.   Data post processing can then be done after this.     

 Application Features  

Let us look at some of the features we are introducing in the initial release. For a more detailed listing, please refer to the official help documentation of SAP Dynamic Forms on the SAP help portal.   

Desktop – Form Designer Features 

SAP Dynamic Forms supports the following form designer features in the web-based desktop application.  

Form Builder – allowing you to design and create forms online 

• Form Controls – interactive user interface elements allowing user to decide how to enter or view data in a form.  Examples include text field, date, time control, buttons and more. 

• Selection Control – similar to Form Controls, instead of an open text entry, the user selects from predefined values.  Examples include drop downs, radio buttons, yes/no, and more.   

• Grid Controls – allowing you to organize controls in rows and columns of a cell.  Examples include maintenance check list, inspection checklist and more.  

• Data Validation and Alert Controls – To prevent incorrect data from being captured by the user, SAP Dynamic Forms supports the validation of data entered and alerts the user before submitting the form.  

Form Lifecycle Management 

• Version Control 

• View Utilization Data 

• Import and Export 

Form Admin – Manage and perform admin tasks on your forms. 

Form Runner – Run and review your forms,  

Form Explorer – Manage the relationship between SAP business objects and the forms. Allows  

Template Generation – Create form templates and different form elements that you can reuse when creating your forms. 

ECC & S/4HANA Integration – You can attach your forms to the following objects: Work Orders, Notifications, Equipment, Functional Locations.   

Mobile – SAP Service and Asset Manager 

The following features are available in the offline-mobile solution SAP Service and Asset Manager, through the integration of SAP Dynamic Forms.  

 

Offline Form Utilization – when used with SAP Service and Asset Management, supports data input while offline, and data delta synch when online.   

Integration with Maintenance Persona in SSAM – In SAP Service and Asset Manager, you can utilize forms in this persona.   

Offline Validation – Form Formulas 

PDF Conversion – Ability to convert Forms into PDF 

Attached to Orders Ability to attached converted PDFs  

ECC and S/4HANA Integration – in SAP Service and Asset Manager, you can attach forms to Work Orders, Notifications, Equipment, Functional Locations 

Roadmap 

Please check out the product roadmap for future innovations in this space. 

Limitations 

Standalone usage of Forms via Fiori interface is planned for 2.0 release (Create Maintenance Request Find Maintenance Notification, Find Maintenance Order) 

Mobile usage of Forms requires SSAM version 2310 or higher.  

SSAM Windows version support is planned for 2.0 release. 

In Conclusion   

SAP Dynamic Forms is designed to help transform forms in asset management from paper to digitized version.   It brings simple to use form design functionality to the everyday business user and allows them to utilize digitized forms wherever they go, whether online or offline.       

You can try out SAP Dynamic Forms two ways, first, you can download the official SSAM App from the App Store or Google Play store with built in pre-loaded demo data, allowing you to check out how the forms will look like to a maintenance technician on a mobile device.   Second, you can go to the SAP Demo Experience environment and try out the form designer and create your own forms.        

Finally, feel free to provide feedback, comments or suggestions that will help us make the product even better.   

For licensing questions, please refer to the blog post by SAP Product Marketing, that will explain in more detail.